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The new Reimbursement and Expense Recovery Bonus Policy and Standard are effective beginning January 1, 2023. The Reimbursement and Expense Recovery Bonus Standard and Policy apply to all expenses incurred beginning January 1, 2023. Any expenses incurred in 2022 (even if submitted in 2023) will follow our previous policies and use the previous year's forms. Please watch the Reimburse and Expense Recovery LEARN courses to help you understand the key changes to the previous standards and how to use the new expense submission request forms. |
Standard Name: | Reimbursement and Expense Recovery Bonus Standard |
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Relevant Policies: | Reimbursement and Expense Recovery Bonus Policy |
Relevant Forms: | (new link) |
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Last Revision Date: |
General Standards
Submission Standards
- Submission Request Types
- Alternative Expense Submission Types
- Expense Submission Forms
- Submission Timeframe
- Payment Dates
- Submission Review and Approval
- Sufficient Funds
- Lack of Funding
- Order of Pay
- Remove or Denied Expense Requests
- Receipt Guidelines
- Non-Employee Expenses
Standards by Expense Types
- Recurring Expenses - Ministry Expense (ME) Bonus, Monthly Phone Service
- Technology
- Travel
- Conferences, Retreats, and Mission Trips
- Office Expenses
- Other Ministry Expenses - Equipment, Continuing Education, Gifts, etc.
- International Worker Expenses
- Licensed Counselor Expenses - For those who serve as a licensed counselor
General Standards
Anchor Stewardship Stewardship
Stewardship Responsibility
As noted in the policy linked above, field staff are expected to utilize sound judgment and careful financial management regarding ministry-related expenses. This means ensuring that Reliant financial resources are used appropriately; supporting the ministry; complying with Reliant policies, applicable laws, regulations, and donor restrictions; and considering the ministry's reputation in the sense that we strive for propriety in both fact and appearance. Our stewardship responsibility also means utilizing Reliant's non-profit status for ministry purposes alone and not for personal benefit (e.g., avoiding state sales tax on personal items).
Anchor General Criteria General Criteria
Criteria for Determining a Permissible Expense
As noted in the policy linked above, the general criteria for determining whether an expense qualifies for reimbursement are that the expense must be:
- Reasonable in that the expense is not extreme or excessive, and it reflects the amount that would normally be spent in that specific situation;
- Ordinary in that one would normally expect this kind of expense to occur when performing ministry work;
- Necessary to achieve a valid ministry objective consistent with the mission of Reliant and its ministry partners;
- Directly related to the job/ministry of the field staff; and
- Sufficiently documented and timely submitted
Note: Reliant reserves the right to determine whether or not an expense fulfills the above criteria and to decline reimbursement of expenses that do not meet the criteria.
Submission Standards
AnchorRequest Types Request Types
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Request Types |
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Reliant employees with a fixed-term support goal (interns and residents) are only eligible to submit expenses that have been pre-approved in their program parameters. Most interns and residents are not eligible for expense submissions. |
Submission Request Types
Payment of a ministry expense may be completed through the following types of submission requests:
- Reimbursement: Submission of expenses that qualify under IRS guidance as non-taxable reimbursable business expenses are referred to as a “Reimbursement.” Please note that although Reliant Reimbursements are processed in such a way that they are not included in the employee's taxable income, the employee bears ultimate responsibility for her/his income tax return(s), including the proper tax treatment of all payments received from Reliant, and should consult with her/his tax adviser as needed to determine the appropriate reporting and treatment of such payments.
- Expense Recovery Bonus: Submissions requesting recovery of expenses that do not qualify for non-taxable reimbursement under IRS guidance are referred to as “Expense Recovery Bonus” or ERB. ERB payments take the form of a bonus, which will be treated as additional taxable wages (compensation) for the field staff. Since only paid employees can receive a taxable bonus, associates are not eligible to submit a request for an ERB or any expense with a taxable (ERB) component.
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Key Change to the Standard: Expense Recovery Bonus (ERB) is the new term for what was formerly known as a taxable reimbursement. |
As with other taxable wages, estimated income taxes will be deducted from the employee's payroll for the item purchased and recovered using an ERB based on the employee's current tax settings. To help offset the amount of tax that will be deducted, an automatic 25% bonus will be added to all ERB submissions. For example, an ERB submission for a $100 expense would result in an ERB of $125 to account for the estimated taxes associated with this taxable bonus. Employees may opt out of the 25% bonus for estimated taxes by selecting to exclude the tax bonus in the expense submission.
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Key Change to the Standard: The bonus for estimated taxes has been increased to 25% (instead of the previous 20%). It is also now defaulted to automatically be added to the expense recovery bonus expense. In the past, the default was not to add the bonus, and field staff had to check the box to request that it be added. |
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Alternative Expense Submission Types
While most expense submissions by field staff will be either a Reimbursement or an ERB, there are several alternative means of recovering the cost of ministry expenses. They are listed in the drop-down below:
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Expense Submission Forms
All expense submissions should use the appropriate form, each listed in the drop-down below with accessible links. Please open a new form for each month's expense submission (rather than copying a previously submitted form) to ensure the use of updated forms and to aid in accurate and timely expense processing.
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Links for Applicable Expense Submission Forms
With each expense submitted on the relevant form, there should be:
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AnchorTimeframe Timeframe
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Submission Timeframe
For all Reimbursements and ERBs, requests must be received within 60 days after the end of the month in which the expense is incurred. An expense is incurred when an item is purchased or, in the case of pre-payment for travel, when the travel actually occurs, as long as both the payment date and travel date are listed on the receipt for documentation.
Late submissions are not guaranteed to be approved and will be considered case-by-case. The late expense submission must include a valid reason for the late submission and supervisor approval.
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Key Change to the Standard: Under the previous policy and standard, approved late submissions were automatically considered taxable wages. Going forward, that will no longer be the case. Approved late submissions will be treated like any other expense regarding taxability. Therefore, if an expense Reimbursement would typically be considered non-taxable, it will remain non-taxable if approved for a late submission. Supervisor approval is now required for late submissions. |
Please review the table below for more details on the timing of receiving Reimbursement/bonus funds based on the submission date.
AnchorPayment Dates Payment Dates
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Payment Dates
Reimbursement Submitted By... | Paid to the Bank Account of Field Staff By... |
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Between 1st - 15th of the month | The last business day of the same month |
Between the 16th - 31st of the month | The 20th of the following month or the preceding business day if the 20th falls on a weekend or holiday |
Expense Recovery Bonus (ERB) Submitted By... | Paid to the Bank Account of Field Staff By... |
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Last day of the month | Payment included in the following month's paycheck |
AnchorReview Review
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Submission Review and Approval
If the criteria for determining a permissible expense are not met on the original submission, the expense may be resubmitted on a new submission form with the corrected information (in the event it was due to insufficient documentation), or an appeal may be submitted through an exception request if the reason for denial was related to other criteria that require director review for approval.
Anchor Funds1 Funds1
Sufficient Funds
As noted above, expense submissions may draw on funds from either the MTD account for which the field staff or associate is responsible or a project fund pertinent to the field worker's ministry. In either case, sufficient funds are required before payment is issued for the expense submission. (See also "Lack of Funding for Reimbursements and ERBs" below for details on what happens when sufficient funds are unavailable.)
AnchorLack of Funding Lack of Funding
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Lack of Funding for Reimbursements and Expense Recovery Bonus (ERB)
If the funding source (i.e., MTD account or project fund) lacks sufficient monies to cover the submitted expense, then the expense submission is considered a back reimbursement or back pay, as described below.
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Back Reimbursement If the funding source does not contain sufficient funds to provide full reimbursement for the amount on an expense submission request form, Reliant will hold the form and delay reimbursement, storing the expense submission as a "back reimbursement" until sufficient funds are available in the funding source, according to Reliant's order of pay protocol. If a field staff has more than one back reimbursement, they will be paid out in the order in which the reimbursement submissions were received once funds become available for the whole amount of each individual reimbursement. If the funding source covers only a portion of a back reimbursement, Reliant will not automatically partially pay the reimbursement. Field staff may request a reduction in the back reimbursement for a partial payment or altogether remove it from the queue, but in such cases, the remaining portion of a partial back reimbursement or the back reimbursement removed from the queue will not be eligible for reinstatement should funding become available later. To illustrate the process for partial reimbursement, suppose a field staff submits a $1,000 reimbursement that is next in line for the order of reimbursement payout, and only $650 is available to pay out. The field staff may elect to send an email to reimbursements@reliant.org asking the reimbursement team to pay the $1,000 reimbursement using the available funds and acknowledging that the field staff forfeits any un-reimbursed portion of that reimbursement. Note: this action is entirely voluntary and at the discretion of the field staff. Here's a sample email of how to word the email. "I would like to request that my April (Year-20xx) reimbursement totaling $X be paid out on X date using the available funds in the MTD account for which I am responsible. I acknowledge that any un-reimbursed funds from this reimbursement will be forfeited and unable to be reimbursed at a future date." Reliant will retain unpaid back reimbursements for the remainder of the calendar year in which the expenses were incurred, plus two (2) additional calendar years. Once this period has expired (i.e., after January 31st of that next year, when all expense reimbursements have been completely processed and paid by Reliant), any un-reimbursed back reimbursement expenses will be marked as expired and can no longer be paid. Example: expenses submitted in 2019 are eligible for payment as a back reimbursement until January 31, 2022, if the field staff has raised sufficient funds by December 31, 2021.
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Back Pay for ERBs
If funds are not available to pay an ERB, Reliant will short-check those ERBs and include them with back pay following Reliant's approved order of pay. In the order of pay, Expense Recovery Bonuses take precedence over Reimbursements per IRS requirements. Back pay is eligible for compensation/payment during the year it is incurred, plus two additional years. For example, if an ERB was submitted in March 2019 and the funding source lacks sufficient funds to pay it, the back pay resulting from the ERB is eligible to be paid until December 31, 2021.
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Exiting Employment with Unpaid Reimbursements If a field staff is exiting employment and has reached his/her final month of payroll without receiving enough funds to cover the total amount of a submitted reimbursement fully, Reliant will automatically reimburse a portion (based on available funds) of the submitted reimbursement without the field staff needing to submit a request for partial payment of the reimbursement.
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AnchorOrder of Pay Order of Pay
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Order of Pay
Reliant will pay approved Reimbursements and ERBs following Reliant's Order of Pay. While Order of Pay considers a variety of additional payroll-related elements, expense submissions follow this order:
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It is Reliant's intention that the ERB will eventually be routed through our payroll process (as shown below). However, Reliant has not fully integrated our processes into the new system. Therefore, the explanation for order of pay below is what we expect to occur soon once the process has been integrated. Until then, the ERBs will remain in the Reimbursement category and follow the order of pay for Reimbursements and Back Reimbursements, respectively. |
- Current ERB
- Back Pay (if applicable), including any previously submitted ERB waiting for funding, as long as the bonus remains eligible for Back Pay (See Back Pay for ERB above for more detail)
- Back Reimbursements (formerly known as cabinet expenses), meaning unpaid Reimbursements waiting for funding and paid in the order they were received, as long as the Back Reimbursements remain eligible for Reimbursement (See Back Reimbursements above for more detail)
- Current Reimbursement (Again, reimbursements are paid in the order they are received)
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As a reminder, timecards must be up to date for hourly employees to be eligible to receive Reimbursements and ERBs. |
AnchorRemoved or Denied Expense Requests Removed or Denied Expense Requests
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Resolution of Removed or Denied Expense Requests
Upon review of expense submissions, Reliant may remove or deny expenses or return submitted expense forms for various reasons. Explanations for the return or denial of submitted expenses can be found in Google comments within the Google file, the Reliant email of field staff, or StaffNet. Field staff are responsible for checking their Reliant email and Staffnet for reimbursement notes and initiating with Reliant if there are questions about those notes. Reliant will notify field staff via email or Google Drive comments if a form is entirely denied.
If expenses are removed from or denied on an expense submission request, the expense denied may be resubmitted on a separate expense submission form for further review. Field staff should check the guidelines to ensure they have included proper receipt documentation and only include the items previously removed on the new form submission. There is no extension to the original submission timeframe deadline for re-submissions.
A formal exception request must be submitted if the expense was removed due to a policy issue.
AnchorReceipt Guidelines Receipt Guidelines
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Receipt Guidelines
Reliant requires that itemized receipts for expenses greater than $75 must be submitted* along with the appropriate form. *The only exception to the $75 limit is that a receipt is always needed for all hotel/lodging, regardless of the amount requested for reimbursement.
Receipts must include the following itemized details:
- What was purchased
- Total amount paid
- Date
- Name of the company (or person) that was paid
- Name of field staff (if applicable, such as for a flight, hotel, rental car, etc.)
If the amount that is being submitted on the expense form is less than the amount for the item listed on the receipt that is submitted, please add a note to the top of the receipt explaining why the request for submission is a different amount.
Anchor Shared Shared Anchor Hand-Written Hand-Written
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Hand-Written Receipts On the rare occasion when a field staff is unable to obtain a formal itemized receipt, hand-written receipts are acceptable, as long as they contain the following information:
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Receipts from Mobile/Banking App For receipts from mobile apps (such as Venmo, Square, Apple Pay, PayPal, Google Wallet, or a banking app, etc.), field staff should be sure to include a clear description in the memo or "what's it for?" section of the transaction, to document what expense the payment is related to. The expense submission should also include any information required for a valid receipt that is not visible on the mobile app "receipt" (see the guidelines above for what details must be included on the itemized receipt for it to be acceptable.) Please see the section below for details on receipts needed for shared expenses. |
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Receipts for Shared Expenses If a Reliant field staff pays an individual for a portion of an expense that requires a receipt (and the portion exceeds $75), he/she will need to submit two receipts. This includes both a copy of the original receipt with the total expense amount listed from the individual who collected the money and paid for the total expense, as well as a hand-written or mobile/banking app receipt for the portion paid to the individual. These two receipts provide Reliant with sufficient documentation of the transactions. The expense submission should include all details required for the hand-written or mobile/banking app receipts, as detailed above. |
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Non-Employee Expenses
Read the options below for details on expenses submitted for non-employees.
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Associate Expenses Associates are volunteers who have been approved to conduct ministry on behalf of Reliant. Expenses incurred by Reliant associates should meet the general criteria outlined in this standard. Associates are not eligible for any expense recovery that has a taxable component or that is submitted for recovery through a support goal.
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Family Expenses Expenses incurred related to a Reliant employee's family members (spouses that are not also a Reliant employee/associate and/or children) that coincide with a field staff's job or ministry may potentially be eligible for recovery but typically only as a taxable expense.
As a reminder, Reliant currently offers Child-Care Reimbursement through our Cafeteria Plan (tax-saving benefit). |
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Project Fund Expenses In addition to individual MTD accounts, Reliant also manages funds for ministries, non-profits, and churches. When an expense is not directly related to a field staff's specific job role but is more closely aligned to a project or ministry, a project fund Reimbursement can be submitted. Reimbursements from a project require all the same documentation as those from an MTD account and are processed according to the same submission deadlines. Project fund reimbursements also require approval by a designated signer for the fund. These types of Reimbursements are paid directly from the project fund based on available funds and the order in which they were received. The MTD account balance the field staff is responsible for does not incur the expense for these reimbursed costs (therefore, the order of pay from the MTD account does not apply), so it is possible for an employee who has back pay and back Reimbursements to receive payment for a Reimbursement that was submitted to be paid from a project fund. Reliant pays project fund Reimbursements if there are available funds in the project fund. A project fund can accumulate back Reimbursements. If an expense submitted through a project fund will be owned, stored, and considered solely the property of the church/ministry (with no personal usage by the individual submitting the request), then the expenses are attributable to the church/ministry, which is not taxed for expenses that are usually fully or partially taxed to the field staff MTD fund. If an expense is not for an item that will be considered the sole property of the church/ministry, then a field staff can still specify that the project fund (rather than an MTD account) should be the source of funds for a Reimbursement or ERB. In the case of an ERB, the taxable expenditure (including expenses with a partial taxable component) is processed similarly to ERBs funded through MTD accounts. The ERB for project funds can only be routed through a paid employee's payroll; therefore, Reliant associates may not request an expense recovery using a project fund for payment for any taxable expenditures.
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Standards by Expense Type
The summary guidance below for the specific standards by expense type is intended as a table of contents and a quick reference guide for specific expense categories. Expenses below are Reimbursements unless otherwise stated as an Expense Recovery Bonus (ERB). Items not addressed in this guide could require approval from the supervisor and the Reliant reimbursement team. Please contact reimbursements@reliant.org with questions.
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Recurring Expenses
(Support Goal Submission)
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Ministry Expense (ME) Bonus | The ME Bonus is for field staff to cover routine, ongoing ministry expenses. Staff may request the following through support goal submission:
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Monthly Mobile Phone Service | U.S. employees may request through support goal submission to cover monthly mobile phone services
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Technology
(Relevant to all Reliant Field Workers)
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Mobile Phone Device |
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Computers & Computer Equipment |
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Software | One-time outright purchases of software:
Monthly Software subscriptions are 100% nontaxable |
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Internet Access |
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Media Downloads (books, digital photos, etc.) |
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Travel
(Relevant to allReliant Field Workers)
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Ministry trips are defined as "trips outside of the field staff's local metropolitan area, required for ministry purposes, and for which the majority of time is spent on ministry job responsibilities." Reimbursable costs for ministry trips include reasonable and customary transportation, lodging, meals, and related travel expenses, to the extent that job responsibilities require travel. Trips that include both ministry job responsibilities and personal interests are reimbursable only for the portion required for ministry. See also: Reimbursements FAQ for Cancelled Trips. |
Expense Category | Summary of Allowable Costs | Key Details | ||||||||||||||||||||||
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Hotel/Lodging |
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Flight |
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Rental Car/Borrowed Car |
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Mileage/Carpooling |
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Parking & Tolls |
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Covid Testing |
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Travel Fees and Immunizations (short-term international trips) |
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Meals During Travel |
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Weddings and Funerals | If the criteria for the wedding/funeral are met, then airfare, mileage, lodging, rental cars, meals, and other travel-related expenses, etc., can be reimbursed. |
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Conferences, Retreats, and Mission Trips
(Relevant to all Reliant Field Workers)
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Conferences and Event Fees | As a general rule, most conferences, retreats, and events are reimbursable as long as the field workers substantiate why attendance at the event was necessary for their current ministry role. |
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Mission and Outreach Trips | The fee(s) for the Mission and Outreach Trip are reimbursable. |
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Spiritual and Ministry Planning Retreats | Spiritual and Ministry Planning Retreats are intended to be dedicated, focused, and intentional times of immersion in the Word, prayer, and/or ministry preparation. Costs associated with the retreats may be reimbursed with pre-approval on a Personal Development Plan. |
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Office Expenses
(Relevant to all Reliant Field Workers)
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Supplies | Due to the different job responsibilities of Reliant Employees, the types of supplies used for ministry purposes are vast and varying. It is the field worker's responsibility to use discretion when purchasing supplies to ensure the items are truly reasonable and necessary for ministry expenses. |
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Office Rent |
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Postage/Shipping/Fax | Postage, fax, and shipping expenses associated with your ministry role are reimbursable. |
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Printing & Copies | Printed prayer letters, magnets, photos, booklets, copies, etc. |
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Other Ministry Expenses
(Relevant to all Reliant Field Workers)
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Equipment |
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Meals & Hospitality (not associated with a ministry trip) |
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Books | Books that are ministry-related (they do not need to be religious in nature). |
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Some other continuing education expenses can also be recovered through an Expense Recovery Bonus, such as school-required health checks and immunizations and related travel costs associated with continuing education. |
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Counseling |
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Gift-giving is sometimes required to further the ministry of Reliant. Gifts purchased must be clearly ministry-related and also help further that specific Reliant ministry.
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Gift Cards | A gift card given by a Reliant employee to donors may be reimbursed with a valid ministry purpose, but annual limits for giving (see "gifts" above) apply. As a Standard, Reliant does not allow field staff to give gift cards to other field staff (employee or associate). |
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Moving Costs | Moving costs are not reimbursable through expense submission. A moving bonus is available for moving costs incurred while moving from one ministry location to another ministry location. |
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Professional Fees | Professional fees paid to companies, agencies, or individuals for services necessary to conduct ministry are reimbursable.
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Recreation Expenses | Use discretion when submitting requests for reimbursement of recreation expenses. Reliant will carefully review such requests but will not reimburse expenses that are not clearly ministry-related and that do not follow the Standards for reasonable, necessary, etc. |
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International Worker Expenses
(Relevant to International Field Workers)
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Immigration Fees | Reimbursable costs include visa fees and necessary documentation, postage, photos, etc., for ministry-related international travel. Costs recoverable to international field workers through an ERB include:
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Immunizations, Vaccinations | To the extent not covered by Reliant health plans, pre-field physicals, vaccinations, and immunizations (including oral vaccinations with a prescription) required for international placement or internship can be recovered through an ERB. |
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International Mileage | When the cost of operating a motor vehicle in the international field worker's country of ministry exceeds that of the United States, the International field worker may submit ministry-related mileage at a rate that exceeds the United States IRS’s approved mileage reimbursement rate to be recovered through an ERB. |
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Language Classes | Language classes are reimbursable. |
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Legal Fees |
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Moving, Vehicle, Hardship, etc. | There is a specific International Bonus designed to recover personal expenses for International workers that are not eligible for submission on the International Expense Submission Form. |
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Tutoring | Tutoring fees are reimbursable. |
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Translator Fees | Oral translator fees are reimbursable. Written translator fees are typically reimbursable, depending on the nature of the materials. |
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Storage Fees | Reimbursement may be requested for storage costs for personal items stored in the U.S. while the worker serves at an international assignment when connected to an international move. |
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Licensed Counselor Expenses
(Relevant to those Reliant Field Workers who serve as licensed counselors as part of their Reliant ministry role)
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Counselor Supervision Fees | Available for counselors who require someone to supervise their counseling as part of a mentor/training program. |
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Dues and Subscriptions for Counselors | For those counselors who have dues or fees for professional counseling organizations that provide support, resources, and/or training for licensed professional counselors. |
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Liability Coverage for Counselors | For those counselors who desire additional liability coverage. |
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Office for Counseling | For those who work as counselors as part of their Reliant ministry role, to reimburse office updates and décor. |
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